TENNESSEE TECHNOLOGICAL UNIVERSITY

Request for Proposal

CUSTOMER RELATIONSHIP MANAGEMENT SOLUTION (revised)

Proposal Due April 28, 2020

Date/Time: 3:00 PM Central

Electronic copies of this Request for Proposal available at https://www.tntech.edu/purchasing/bidopportunities.php

or by contacting Donna Wallis at dwallis@tntech.edu

CONTENTS

SECTION

1 INTRODUCTION

2 RFP SCHEDULE OF EVENTS

3 PROPOSAL REQUIREMENTS

4 GENERAL REQUIREMENTS & CONTRACTING INFORMATION

5 PROPOSAL EVALUATION & CONTRACT AWARD

RFP ATTACHMENTS:

6.1 Contractor Requirements Form

6.2 Pro Forma Contract

6.3 Proposal Transmittal/Statement of Certifications & Assurances

6.4 Project Narrative & Requirements

6.5 Technical Proposal & Evaluation Guide • Section A – Mandatory Requirements • Section B – Qualifications and Experience • Section C – Technical Approach

6.6 Cost Proposal & Scoring Guide

6.7 Sample Proposal Score Summary Matrix

6.8 Listing of TBR Institutions and the UT System of Higher Education

6.9 Vendor Product Accessibility Statement and Documentation

6.10 Accessibility Conformance and Remediation Form

6.11 Current and Historical Information

6.12 Vendor Checklist for Prevention of Common RFP Mistakes that Lead to Proposal Rejection

1 INTRODUCTION 1.1 Background

Tennessee Technological University is a four-year comprehensive university located in Cookeville, Tennessee. Tennessee Tech is the state’s only technological university and currently enrolls more than 10,000 students. Tennessee Tech offers more than 40 undergraduate degree programs, 120 concentrations and 20 graduate degree programs from its eight academic divisions – the College of Agriculture and Human Ecology, College of Arts and Sciences, College of Business, College of Education, College of Engineering, College of Fine Arts, the School of Interdisciplinary Studies, and the School of Nursing. Long recognized for academic excellence, Tennessee Tech ranks as one of the Best Public Universities in the country by U.S. News and World Report (2017, 2018, 2019 and 2020 “Best National University”), by Payscale.com (2017, 2018 and 2019 third overall for highest return on investment), and by The Princeton Review (among the “Best in the Southeast” for twelve of the last thirteen years). Founded in 1915, Tennessee Tech is governed by its own Board of Trustees.

1.2 Statement of Procurement Purpose Tennessee Technological University (“Tennessee Tech”) is seeking proposals for an experienced and qualified Contractor to provide a higher education Customer Relationship Management (CRM) solution.

Tennessee Tech University, through this RFP, seeks a robust and scalable CRM system for the recruitment of prospective students, both Undergraduate and Graduates students (domestic and international). The CRM must enable Tennessee Tech to maintain customized and automated communication with each student according to the student status in the funnel. Tennessee Tech intends to implement comprehensive services for the purpose of building the inquiry pool, recruiting students to apply, application management, admitting students, in addition to the management of all events on campus including campus visit program, Preview Days, Showcases, etc.

The proposed CRM Solution shall be easy to implement, have a single point of support, and keep pace with future commerce opportunities and future student information system (SIS) upgrades. Tennessee Tech is currently using Ellucian’s BANNER Enterprise Resource Planning (ERP) system.

Tennessee Tech seeks to procure necessary services at the most favorable, competitive prices and to give ALL qualified businesses, including those that are small, minority, women, and service-disabled veteran owned, the opportunity to do business with Tennessee Tech. Vendors must complete the Contractor Requirements Form (See Attachment 6.1 for form and classification definitions). In addition, all small, minority, women and service-disabled veteran owned businesses are strongly encouraged to register with the Governor’s Office of Diversity Business Enterprise (Go-DBE) to attain official certification. Tennessee Tech shall work with the successful Proposer and the Go-DBE Office regarding registration/certification.

1.3 Scope of Service, Contract Period, and Required Terms and Conditions

The RFP Attachment 6.2, Pro Forma Contract details Tennessee Tech’s required:

Scope of Services in Section A; Contract Term in Section B; Payment Terms and Conditions in Section C; Contractor Responsibilities in Section D; and Terms and Conditions in Section E. The Pro Forma Contract substantially represents the contract document that the successful Proposer MUST agree to and sign. A Proposal that limits or changes any of the terms or conditions contained in the Pro Forma Contract may be considered non-responsive.

1.4 Nondiscrimination The Contractor shall abide by all applicable federal and state laws pertaining to discrimination and hereby agrees, warrants, and assures that no person shall be excluded from participation in, be denied benefits of, or otherwise be subjected to discrimination in the performance of this Contract or in the employment practices of the Contractor on the grounds of classifications protected by Federal or State law. Accordingly, upon request Contractor shall be required to show proof of such nondiscrimination and to post in conspicuous places, available to all employees and applicants, notices of nondiscrimination. Tennessee Tech has designated the following individual to coordinate compliance with the nondiscrimination requirements of the State of Tennessee, Title VI of the Civil Rights Act of 1964, the Americans with Disabilities Act of 1990, and applicable federal regulations.

Ms. Libby Gays, Affirmative Action Director Human Resources Office Tennessee Tech University Derryberry Hall, Room 156 Box 5132 1 William L. Jones Drive Cookeville, TN 38505 Phone: 931-372-3039 egays@tntech.edu

1.5 Assistance to Proposers with a Disability

A Proposer with a disability may receive accommodation relating to communicating this RFP and participating in this RFP process. A Proposer may contact the RFP Coordinator to request reasonable accommodation no later than the Disability Accommodation Request Deadline in the RFP Section 2, Schedule of Events.

1.6 RFP Communications 1.6.1 Unauthorized contact regarding this RFP with employees or officials of Tennessee Tech other

than the RFP Coordinator named below may result in disqualification from this procurement process.

Interested Parties must direct all communications regarding this RFP to the following RFP Coordinator, who is Tennessee Tech’s only official point of contact for this RFP.

Donna Wallis Assistant Director of Purchasing & Contracts Tennessee Tech University – Purchasing Office 1 William L. Jones Drive, Suite 301 Box 5144 Cookeville, TN 38505 Phone: (931) 372-3492 Fax: (931) 372-3727 dwallis@tntech.edu

1.6.2 Tennessee Tech has assigned the following RFP identification that must be referenced in all

communications regarding the RFP:

RFP – CUSTOMER RELATIONSHIP MANAGEMENT SOLUTION 1.6.3 Any oral communications are considered unofficial and non-binding with regard to this RFP. Only

Tennessee Tech’s official responses and communications, as defined in Section 1.6.7 below, shall be considered binding with regard to this RFP. Tennessee Tech’s official responses and other official communications pursuant to this RFP shall constitute an amendment of this RFP.

1.6.4 The RFP Coordinator must receive all written comments, including questions and requests for clarification, no later than the Written Comments Deadline in the RFP Section 2, Schedule of Events.

1.6.5 Each Proposer shall assume the risk of the method of dispatching any communication or proposal to

Tennessee Tech. Tennessee Tech assumes no responsibility for delays or delivery failures resulting from the method of dispatch. Actual or digital “postmarking” of a communication or proposal to Tennessee Tech by the specified deadline date shall not substitute for actual receipt of a communication or proposal by Tennessee Tech.

1.6.6 Tennessee Tech reserves the right to determine, at its sole discretion, the appropriate and adequate

responses to written comments, questions, and requests for clarification. 1.6.7 Tennessee Tech will convey all official responses and pursuant to this RFP via Internet posting at

https://www.tntech.edu/purchasing/bidopportunities.php It is the proposers’ responsibility to monitor this website for additional information regarding the RFP and to submit a response with the most current information issued by Tennessee Tech.

1.6.8 Any data or information provided by Tennessee Tech (in this RFP, an RFP Amendment or any other

communication relating to this RFP) is for informational purposes only. Tennessee Tech will make reasonable efforts to ensure the accuracy of such data or information; however, it is the Proposer’s obligation to independently verify any data or information provided by Tennessee Tech. Tennessee Tech expressly disclaims the accuracy or adequacy of any information or data that it provides to prospective Proposers.

1.7 Proposal Deadline

Proposals must be received in Tennessee Tech’s Purchasing Office no later than the Proposal Deadline time and date detailed in the RFP Section 2, Schedule of Events. A proposal must respond to the written RFP and any RFP exhibits, attachments, or amendments. A late proposal shall not be accepted, and a Proposer's failure to submit a proposal before the deadline shall cause the proposal to be disqualified. It is the responsibility of the Proposer to ascertain any additional requirements with respect to packaging and delivery to Tennessee Tech. Proposers should be mindful of any potential delays whether foreseeable or unforeseeable.

1.8 Written Questions/Answer Period

A question and answer period deadline is in the RFP Section 2, Schedule of Events. The purpose of the written question/answer period is to allow Proposers to submit any questions they may have concerning the scope of services requested. To ensure accurate, consistent responses to all known potential Proposers, Tennessee Tech will issue the official response to questions as described in RFP Sections 1.6, et seq., above and on the date in the RFP Section 2, Schedule of Events.

1.9 Coverage and Participation Tennessee Tech is issuing this RFP on behalf of all State of Tennessee higher education institutions and agencies, Tennessee Board of Regents System Institutions and University of Tennessee System Institutions that desire to purchase under the resulting Agreement. The Proposer may elect to extend the contract to any or all of these institutions by providing a written acknowledgement of such extension in its proposal.

2 RFP SCHEDULE OF EVENTS

The following Schedule of Events represents the University's best estimate of the schedule that will be followed. Unless otherwise specified, the time of day for the following events will be between 8:00 a.m. and 4:30 p.m., Central Time.

RFP SCHEDULE OF EVENTS NOTICE: Tennessee Tech reserves the right, at its sole discretion, to adjust this schedule as it deems necessary.

EVENT TIME DATE

(all dates are Tennessee Tech business days)

1. Tennessee Tech Issues RFP 2/28/2020

2. Disability Accommodation Request Deadline 4:30 p.m. 3/13/2020

3. Written Question/Answer Period 12:00 p.m. 2/28/2020 - 3/13/2020

4. Written Questions/ Comments Deadline 4:30 p.m. 3/13/2020

5. Tennessee Tech Responds to Written Questions / Comments 4:30 p.m. 3/22/2020

6. Proposal Deadline 3:00 p.m. 4/28/2020

7. Tennessee Tech Completes Technical Proposal Evaluations 5/12/2020

8. Tennessee Tech Opens Cost Proposals and Calculates Scores 5/12/2020

9. Tennessee Tech Issues Intent to Award Letter and Opens RFP Files for Public Inspection 5/15/2020

10. Award of Contract 5/25/2020

3 PROPOSAL REQUIREMENTS Each Proposer must submit a proposal in response to this RFP with the most favorable terms that the Proposer can offer. There will be no best and final offer procedure. However, Tennessee Tech reserves the right to further clarify or negotiate with the best evaluated Proposer subsequent to award recommendation but prior to contract execution if deemed necessary by Tennessee Tech. Tennessee Tech may initiate negotiations which serve to alter the bid/proposal in a way favorable to Tennessee Tech. For example, prices may be reduced, time requirements may be revised, etc. In no event shall negotiations increase the cost or amend the proposal such that the apparent successful Proposer no longer offers the best proposal.

3.1 Proposal Form and Delivery 3.1.1 Each response to this RFP must consist of a Technical Proposal and a Cost Proposal (as described

below).

3.1.2 Each Proposer must submit one (1) original, one (1) electronic, and eight (8) copies of the Technical Proposal to Tennessee Tech in a sealed package that is clearly marked: “Technical Proposal in Response to RFP – Customer Relationship Management Solution -- Do Not Open”

3.1.3 Each Proposer must submit one (1) original, one (1) electronic, and one (1) copy of the Cost Proposal to Tennessee Tech in a separate, sealed package that is clearly marked: “Cost Proposal in Response to RFP – Customer Relationship Management Solution -- Do Not Open”

3.1.4 If a Proposer encloses the separately sealed proposals (as detailed above) in a larger package for mailing, the Proposer must clearly mark the outermost package: “Contains Separately Sealed Technical and Cost Proposals for RFP – Customer Relationship Management Solution”

3.1.5 Tennessee Tech must receive all proposals in response to this RFP, at the following address, no later than the Proposal Deadline time and date in the RFP Section 2, Schedule of Events. Late proposals will not be considered and will remain unopened and filed in the RFP file.

Purchasing Office Tennessee Technological University PO Box 5041 220 West 10th Street Cookeville, TN 38505

3.1.6 A proposal must be typewritten or hand-written in ink. A Proposer may not deliver a proposal orally or solely by means of electronic transmission.

3.2 Technical Proposal 3.2.1 The RFP Attachment 6.5, Technical Proposal and Evaluation Guide details specific requirements for

making a Technical Proposal in response to this RFP. This guide includes mandatory and general requirements as well as technical queries requiring a written response.

NOTICE: NO PRICING OR COST PROPOSAL INFORMATION SHALL BE INCLUDED IN THE TECHNICAL PROPOSAL. INCLUSION OF COST PROPOSAL AMOUNTS IN THE TECHNICAL PROPOSAL MAY MAKE THE PROPOSAL NON-RESPONSIVE, AND TENNESSEE TECH MAY REJECT IT. THIS INCLUDES REFERENCES TO ITEMS THAT ARE INCLUDED “FREE” OR “AT NO ADDITIONAL COST”, ETC.

3.2.2 Each Proposer must use the Technical Proposal and Evaluation Guide to organize, reference, and draft the Technical Proposal. Each Proposer should duplicate the Technical Proposal and Evaluation Guide and use it as a table of contents covering the Technical Proposal (adding proposal page numbers as appropriate).

3.2.3 Each proposal should be concisely prepared, with emphasis on completeness and clarity of content. A proposal, as well as any reference material presented, must be written in English and must be written on standard 8 1/2" x 11" paper (although foldouts containing charts, spreadsheets, and oversize exhibits are permissible). All proposal pages must be numbered.

3.2.4 All information included in a Technical Proposal should be relevant to a specific requirement detailed in the Technical Proposal and Evaluation Guide. All information must be incorporated into a response to

a specific requirement and clearly referenced. Any information not meeting these criteria will be deemed extraneous and will in no way contribute to the evaluation process.

3.2.5 Tennessee Tech may determine a proposal to be non-responsive and reject it if the Proposer fails to organize and properly reference sections of the Technical Proposal as required by this RFP and the Technical Proposal and Evaluation Guide;

3.2.6 Tennessee Tech may determine a proposal to be non-responsive and reject it if the Technical Proposal document fails to appropriately address/meet all of the requirements detailed in the Technical Proposal and Evaluation Guide.

3.2.7 The Proposer must sign and date the Technical Proposal. Digital, electronic, or facsimile signatures will not be acceptable as the original signature. Failure to submit one (1) original with an original signature will be cause for rejection of the proposal.

3.3 Cost Proposal 3.3.1 The Cost Proposal must be submitted to Tennessee Tech in a sealed package separate from the

Technical Proposal. 3.3.2 The Cost Proposal must be recorded on an exact duplicate of the RFP Attachment 6.6, Cost Proposal

and Scoring Guide.

3.3.3 Each Proposer shall ONLY record the proposed cost exactly as required by the Cost Proposal and Evaluation Guide and shall NOT record any other rates, amounts, or information.

3.3.4 The proposed cost shall incorporate all costs for services under the Contract for the total contract period.

3.3.5 The Proposer must sign and date the original Cost Proposal. Digital, electronic, or facsimile signatures will not be acceptable as the original signature. Failure to submit originals with an original signature shall be cause for rejection of the proposal.

3.3.6 If a Proposer fails to submit a Cost Proposal as required, Tennessee Tech shall determine the proposal to be non-responsive and reject it.

4 GENERAL REQUIREMENTS & CONTRACTING INFORMATION 4.1 Proposer Required Review and Waiver of Objections

Each Proposer must carefully review this RFP and all attachments, including but not limited to defects, objections, or any other matter requiring clarification or correction. All such questions/comments must be made in writing and received by Tennessee Tech no later than the Written Questions / Comments Deadline in the RFP Section 2, Schedule of Events. Protests based on any objection shall be considered waived and invalid if these comments/objections have not been brought to the attention of Tennessee Tech as directed above.

Any proposed alternatives, revisions or additions to the Pro Forma Contract (Attachment 6.2) must be made in writing. Should the Proposer fail to include proposed alternatives, revisions or additions to the Pro Forma by the Written Comments deadline and/or in its Technical Proposal, such alternatives, revisions or additions will not be considered. A Proposal that limits or changes any of the terms or conditions contained in the Pro Forma Contract may be considered non-responsive.

4.2 RFP Amendment and Cancellation

Tennessee Tech reserves the unilateral right to amend this RFP in writing at any time. If an RFP amendment is issued, Tennessee Tech will convey such amendment via Internet posting at https://www.tntech.edu/purchasing/bidopportunities.php Each proposal submitted must respond to the final written RFP and any exhibits, attachments, and amendments.

Tennessee Tech reserves the right, at its sole discretion, to cancel and reissue this RFP or to cancel this RFP in its entirety in accordance with applicable laws and regulations.

4.3 Proposal Prohibitions and Right of Rejection

4.3.1 Tennessee Tech reserves the right, at its sole discretion, to reject any and all proposals in accordance with applicable laws and regulations.

4.3.2 Each proposal must comply with all of the terms of this RFP and all applicable state laws and regulations. Tennessee Tech may reject any proposal that does not comply with all of the terms, conditions, and performance requirements of this RFP. Tennessee Tech may consider any proposal that does not meet the requirements of this RFP to be non-responsive, and Tennessee Tech may reject such a proposal.

4.3.3 A proposal of alternate services (i.e., a proposal that offers services different from those requested by this RFP) shall be considered non-responsive and rejected.

4.3.4 A Proposer may not restrict the rights of Tennessee Tech or otherwise qualify a proposal. Tennessee Tech may determine such a proposal to be a non-responsive counteroffer, and the proposal may be rejected.

4.3.5 A Proposer shall not submit multiple proposals in different capacities. This prohibited action shall be defined as a Proposer submitting one proposal as a prime contractor and permitting a second Proposer to submit another proposal with the first Proposer offered as a subcontractor. This restriction does not prohibit different Proposers from offering the same subcontractor as a part of their proposals, provided that the subcontractor does not also submit a proposal as a prime contractor. Submitting multiple proposals in different capacities may result in the disqualification of all Proposers knowingly involved.

4.3.6 Tennessee Tech shall reject a proposal if the Cost Proposal was not arrived at independently without collusion, consultation, communication, or agreement as to any matter relating to such prices with any other Proposer. Regardless of the time of detection, Tennessee Tech shall consider any of the foregoing prohibited actions to be grounds for proposal rejection or contract termination.

4.3.7 Tennessee Tech shall not consider a response from an individual who is, or within the past six (6) months has been, a State employee. For purposes of this RFP:

4.3.7.1 an individual shall be deemed a State employee until such time as all compensation for salary, termination pay, and annual leave has been paid;

4.3.7.2 a contract with or a response from a company, corporation, or any other contracting entity in which a controlling interest is held by any State employee shall be considered to be a contract with or proposal from the employee; and

4.3.7.3 a contract with or a response from a company, corporation, or any other contracting entity that employs an individual who is, or within the past six (6) months has been, a State employee shall not be considered a contract with or a proposal from the employee and shall not constitute a prohibited conflict of interest.

4.3.8 Tennessee Tech reserves the right, at its sole discretion, to waive a proposal’s variances from full compliance with this RFP. If Tennessee Tech waives minor variances in a proposal, such waiver shall not modify the RFP requirements or excuse the Proposer from full compliance with the RFP.

4.4 Incorrect Proposal Information

If Tennessee Tech determines that a Proposer has provided, for consideration in this RFP process or subsequent contract negotiations, incorrect information that the Proposer knew or should have known was materially incorrect, that proposal shall be determined non-responsive and shall be rejected.

4.5 Iran Divestment Act

By submission of this Proposal, Proposer and each person signing on behalf of Proposer certifies, and in the case of a joint proposal each party thereto certifies as to its own organization, under penalty of perjury, that to the best of its knowledge and belief that each Proposer is not on the list created pursuant to Tennessee Code Annotated § 12-12-106.

4.6 Proposal of Additional Services

If a proposer offers related services in addition to those required by and described in this RFP, the additional services may be added to the Contract before contract signing at the sole discretion of Tennessee Tech. Proposers must provide a detailed description of each related product and/or service offered in addition to those specified in this RFP to be considered for inclusion in the contract as a separate attachment. Costs associated with additional related services must be provided on a separate attachment in the Cost Proposal. Please note that proposed additional services will not be used in evaluating the proposal.

4.7 Assignment & Subcontracting

4.7.1 The Contractor may not subcontract, transfer, or assign any portion of the Contract without prior approval of Tennessee Tech. Tennessee Tech reserves the right to refuse approval, at its sole discretion, of any subcontract, transfer, or assignment.

4.7.2 If a Proposer intends to use subcontractors, the Technical Proposal must specifically identify the

scope and portions of the work each subcontractor will perform. 4.7.3 Subcontractors identified within the Technical Proposal will be deemed as approved by Tennessee

Tech unless Tennessee Tech expressly disapproves one or more of the proposed subcontractors prior to signing the Contract.

4.7.4 After contract award, a Contractor may only substitute an approved subcontractor at the discretion of

Tennessee Tech and with Tennessee Tech’s prior, written approval. 4.7.5 Notwithstanding any State approval relating to subcontracts, the Proposer awarded a contract

pursuant to this RFP will be the prime contractor and will be responsible for all work under the Contract.

4.8 Right to Refuse Personnel

Tennessee Tech reserves the right to refuse, at its sole discretion and notwithstanding any prior approval, any personnel of the prime contractor or a subcontractor providing goods and/or services in Contract performance. Tennessee Tech will document in writing the reason(s) for any rejection of personnel.

4.9 Insurance

4.9.1 During the course of this Contract the Contractor will maintain, at its own expense, insurance in form and substance acceptable to Tennessee Tech. Insurance shall be written by insurance company(ies) licensed to operate in the State of Tennessee. The Contractor shall be required to provide acceptable proof of insurance naming Tennessee Tech as additional insured prior to execution of Contract. Current proof of insurance shall be provided to Tennessee Tech upon request by the Contractor. Failure to provide evidence of such insurance coverage is a material breach and grounds for termination of the Contract negotiations and/or Contract.

4.9.2 Contractor’s policy will provide for data security and privacy cyber coverage including coverage for

unauthorized access and use, failure of security, breach of confidential information, of privacy perils and breach mitigation costs and costs, including but not limited to attorney’s costs, associated with compliance with any regulatory action.

4.9.3 It is understood and agreed that the required insurance provided hereunder shall be primary over any

insurance of Tennessee Tech and that the Contractor’s interests are not covered whatsoever by Tennessee Tech. Tennessee Tech is subject to the provisions of the Tennessee Claims Commission Act, TCA 9-8-301, et seq.

4.9.4 The enumeration in the Contract or in this document of the kinds and amounts of liability insurance shall not abridge, diminish or affect the Contractor’s legal responsibilities for the consequences of accidents arising out of or resulting from the Contractor’s services under this Contract.

4.10 Department of Revenue Registration Before the Contract is signed, the apparent successful Proposer must be registered with the Tennessee Department of Revenue for the collection of Tennessee sales and use tax. Tennessee Tech shall not award a contract unless the Proposer provides proof of such registration or provides documentation from the Department of Revenue that the Contractor is exempt from this registration requirement. The foregoing is a mandatory requirement of an award of a contract pursuant to this RFP. Information regarding registration is available at https://revenue.support.tn.gov/hc/en-us/articles/203555049-I-am-a-vendor-doing-business-with-the-State-of-Tennessee-I-was-told-I-need-to-provide-a-certificate-of-registration-or-proof-of-sales-tax-exemption-What-do-I-do-.

4.11 Financial Stability

The successful Proposer may be required to provide information to Tennessee Tech to demonstrate financial stability and capability prior to award of contract.

4.12 Proposal Withdrawal

A Proposer may withdraw a submitted proposal at any time up to the Proposal Deadline time and date in the RFP Section 2, Schedule of Events. To do so, a Proposer must submit a written request, signed by a Proposer’s authorized representative to withdraw a proposal. After withdrawing a previously submitted proposal, a Proposer may submit another proposal at any time up to the Proposal Deadline.

4.13 Proposal Errors and Amendments

At the option of Tennessee Tech, a Proposer may be bound by all proposal errors or omissions. A Proposer will not be allowed to alter or amend proposal documents after the Proposal Deadline time and date in the RFP Section 2, Schedule of Events unless formally requested, in writing, by Tennessee Tech.

4.14 Proposal Preparation Costs

Tennessee Tech will not pay any costs associated with the preparation, submittal, or presentation of any proposal.

4.15 Continued Validity of Proposals

All Proposals shall state that the offer contained therein is valid for a minimum of one hundred twenty (120) days from the date of opening. This assures that Proposers’ offers are valid for a period of time sufficient for thorough consideration. Proposals that do not so state will be presumed valid for one hundred twenty (120) days from the date of opening.

4.16 Disclosure of Proposal Contents

4.16.1 Each proposal and all materials submitted to Tennessee Tech in response to this RFP shall become the property of Tennessee Tech. Selection or rejection of a proposal does not affect this right. All proposal information, including detailed financial information, shall be held in confidence during the evaluation process.

4.16.2 Upon the completion of the evaluation of proposals, indicated by public release of a Letter of Intent to Award, the proposals and associated materials shall be open for review by the public in accordance with Tennessee law. By submitting a proposal, the Proposer acknowledges and accepts that the proposal contents and associated documents shall become open to public inspection. This provision cannot be waived.

4.16.3 If an RFP is re-advertised, all prior offers and/or proposals shall remain closed to inspection by the Proposers and/or public until evaluation of the responses to the re-advertisement is complete.

4.17 Contract Approval

The RFP and the Contractor selection processes do not obligate Tennessee Tech and do not create rights, interests, or claims of entitlement by either the Proposer with the apparent best-evaluated

proposal or any other Proposer. Contract award and Tennessee Tech obligations pursuant thereto shall commence only after the contract is signed by the Contractor and all other Tennessee Tech/State officials as required by state laws and regulations.

4.18 Contractor Performance The Contractor who is awarded a contract will be responsible for the satisfactory completion of all services set out in this RFP (including attachments) as may be amended. Tennessee Tech will employ all reasonable means to ensure that services rendered comply with the Contract, and the Contractor must cooperate with such efforts.

4.19 Contract Amendment

After contract award, Tennessee Tech may request the Contractor to perform additional services within the general scope of the contract and this RFP, but beyond the specified scope of service, and for which the Contractor may be compensated. In such instances, Tennessee Tech will provide the Contractor a written description of the additional services. The Contractor must respond to Tennessee Tech with a time schedule for accomplishing the additional services based on the compensable units included in the Contractor’s response to this RFP. If Tennessee Tech and the Contractor reach an agreement regarding the services and associated compensation, such agreement must be effected by means of a contract amendment. Further, any such amendment requiring additional services must be signed by both Tennessee Tech and the Contractor and must be approved by other state officials as required by applicable statutes, rules, policies and procedures of the State of Tennessee. The Contractor must not render additional services until Tennessee Tech has issued a written contract amendment with all required approvals.

4.20 Severability If any provision of this RFP is declared by a court to be illegal or in conflict with any law, said decision will not affect the validity of the remaining RFP terms and provisions, and the rights and obligations of Tennessee Tech and Proposers will be construed and enforced as if the RFP did not contain the particular provision held to be invalid.

4.21 Next Ranked Proposer

Tennessee Tech reserves the right to initiate negotiations with the next ranked Proposer should Tennessee Tech cease doing business with any Proposer selected via this RFP process.

4.22 Contractor Registration All Proposers should complete the vendor registration process with Tennessee Tech and become a registered vendor. When applicable, Tennessee Tech shall work with Proposers and the Governor’s Office of Diversity Business Enterprise (Go-DBE) for Proposers to obtain official state certification. Although registration with Tennessee Tech is not required to make a proposal, a resulting contract from this RFP process cannot be finalized without the successful proposer being registered with Tennessee Tech.

Refer to the following Internet URL to begin the registration process: https://www.tbr.edu/purchasing/how-do-business-tbr

4.23 Policy and Guideline Compliance

This proposal request and any award made hereunder are subject to the policies and guidelines of Tennessee Tech.

4.24 Protest Procedures A copy of Tennessee Tech’s bid protest procedures are available upon request. Contact the RFP coordinator for this information.

5 PROPOSAL EVALUATION & CONTRACT AWARD 5.1 Evaluation Categories and Maximum Points

Tennessee Tech will consider qualifications and experience, technical approach, and cost in the evaluation of proposals. The maximum points that shall be awarded for each of these categories are detailed below.

CATEGORY MAXIMUM POINTS POSSIBLE

Qualifications and Experience 10

Technical Approach 60

Cost Proposal 30

5.2 Evaluation Process

The proposal evaluation process is designed to award the Contract not necessarily to the Proposer of least cost, but rather to the Proposer with the best combination of attributes based upon the evaluation criteria.

5.2.1 The RFP Coordinator will use the RFP Attachment 6.5, Technical Proposal and Evaluation Guide to manage the Technical Proposal Evaluation and maintain evaluation records.

5.2.1.1 The RFP Coordinator will review each Technical Proposal to determine compliance with mandatory requirements (refer to RFP Attachment 6.5, Technical Proposal and Evaluation Guide, Technical Proposal Section A). If the RFP Coordinator determines that a proposal may have failed to meet one or more of the mandatory requirements, the Chief Procurement Officer will review the proposal and document his/her determination of whether: (1) the proposal meets requirements for further evaluation; (2) Tennessee Tech will request clarifications; or (3) Tennessee Tech will determine the proposal to be non-responsive to the RFP and reject it. A determination that a proposal is non-responsive must be approved by the Chief Business Officer before notice may be sent out that the proposal has been rejected.

5.2.1.2 A Proposal Evaluation Team, appropriate to the scope and nature of the RFP, will evaluate each Technical Proposal that appears responsive to the RFP.

5.2.1.3 Each Proposal Evaluation Team member will independently, evaluate each proposal against the evaluation criteria in this RFP, rather than against other proposals, and will score each in accordance with the RFP Attachment 6.5, Technical Proposal and Evaluation Guide.

5.2.1.4 Tennessee Tech reserves the right to identify finalists after preliminary technical scoring and to require each of these finalists to make a presentation of its technical proposal.

5.2.1.5 If Tennessee Tech elects to require vendor presentations, each Technical Proposal will receive a preliminary score. Based on these preliminary scores the University shall select approximately three (3) to five (5) finalists (finalists being the responsive proposals receiving the highest preliminary scores), who may be invited to make a presentation to Tennessee Tech representatives in order to further present their Technical Proposals and to answer any questions Tennessee Tech representatives may have regarding the Technical Proposals. Cost information is not to be discussed during the presentations. Once presentations are complete, technical scores may be adjusted and will be finalized to arrive at the final Technical Proposal score for each finalist.

5.2.2 After Technical Proposal evaluations are completed, the RFP Coordinator will open the Cost Proposals and use the RFP Attachment 6.6, Cost Proposal and Scoring Guide to calculate and document the Cost Proposal scores. In the event finalists are identified, only the Cost Proposals from the finalists will be opened.

5.2.3 For each responsive proposal, the RFP Coordinator will add the Technical Proposal score to the Cost Proposal score (refer to RFP Attachment 6.7, Proposal Score Summary Matrix).

5.3 Contract Award Process 5.3.1 The RFP Coordinator will forward the results of the proposal evaluation process to the appropriate

institution official who will consider the proposal evaluation process results and all pertinent information available to make a determination about the contract award. Tennessee Tech reserves the right to make an award without further discussion of any proposal.

Notwithstanding the foregoing, to effect a contract award to a Proposer other than the one receiving the highest evaluation score, the requesting department/party must provide written justification for such an award and obtain the written approval of the appropriate institutional official.

5.3.2 After the appropriate official’s determination, Tennessee Tech will issue an Intent to Award to identify the apparent best-evaluated proposal as in the RFP Section 2, Schedule of Events.

NOTICE: The Intent to Award shall not create rights, interests, or claims of entitlement in either the Proposer with apparent best-evaluated proposal or any other Proposer.

5.3.3 Tennessee Tech will also make the RFP files available for public inspection as in the RFP Section 2, Schedule of Events.

5.3.4 The Proposer with the apparent best-evaluated proposal must agree to and sign a contract with Tennessee Tech which shall be substantially the same as the RFP Attachment 6.2, Pro Forma Contract. However, Tennessee Tech reserves the right, at its sole discretion, to add terms and conditions or to revise Pro Forma Contract requirements in Tennessee Tech’s best interests subsequent to this RFP process. No such terms and conditions or revision of contract requirements shall materially affect the basis of proposal evaluations or negatively impact the competitive nature of the RFP process.

5.3.5 The Proposer with the apparent best-evaluated proposal must sign and return the Contract written by Tennessee Tech pursuant to this RFP no later than the Award of Contract Date in the RFP Section 2, Schedule of Events. If the Proposer fails to provide the signed Contract by the deadline, Tennessee Tech may determine that the Proposer is non-responsive to the terms of this RFP and reject the proposal.

5.3.6 If Tennessee Tech determines that the apparent best-evaluated proposal is non-responsive and rejects the proposal, the RFP Coordinator will re-calculate scores for each responsive Cost Proposal to determine the new, apparent best-evaluated proposal.

ATTACHMENT 6.1 CONTRACTOR REQUIREMENTS FORM In order to comply with statutory requirements and/or regulations, Tennessee Tech requires contractors to provide the following information prior to the issuance of the contract. Please complete all information and sign as directed.

I. Ownership Information 1. Contractor Legal Entity Name (Name used for tax filing

purposes): ________________________________________________

2. Is Contractor a permanent resident or citizen of the US?

Yes No (If no, state country of citizenship):

(Note: Contractors who are individuals and are not US citizens must complete a Foreign National Data Form prior to execution of contract.)

3. Kind of Ownership (Check all that apply)::

Government (GO)

Non-Profit (NO)

Majority (MJ)

Minority (MO)*

Woman (WO)*

Small (SB)*

State of TN Agency

Service-Disabled Veteran (SV)*

Certified Disabled (DB)*

*See reverse side of form for clarification of these categories.

4. Minority / Ethnicity Code (Check one): African American (MA)

Native American (MN)

Hispanic American (MH)

Asian American (MS)

5. Preference for reporting purposes: (Note: If Contractor qualifies in multiple categories as small, woman-owned and/or minority, Contractor is to specify in which category he/she is to be considered for reporting and classification purposes.) Check one only Small Minority-Owned Woman-Owned Service-Disabled Veteran Certified Disabled

6. Certification: I certify that all of the information as completed above is accurate and true. (Signature required below.) Signed: ______________________________________________________________ Date: __________________________ Name (Printed): ____________________________________Title: ________________________________________________ II. Sales and Use Tax. As a contractual requirement under Tennessee law, vendors who contract with the state of Tennessee must be registered to collect sales tax if they make sales that are subject to the Tennessee sales and use tax. If you are already registered to collect Tennessee sales and use tax, please provide your registration number: _________________________________ (Note: This number is NOT your federal ID number.) If you are not registered, please go to Tennessee Taxpayer Access Point (TNTAP) and under the header “Look Up Information & Requests”, select TN Vendor Contract Registration. This will open a survey designed to evaluate whether you must register for sales and use tax. Based on your responses, you will be directed to either register or will be provided with a letter of exemption from sales tax collection. Please provide a copy of the exemption letter or evidence of registration to Tennessee Tech to satisfy this contractual requirement.

Minority Owned (MO) means a business that is a continuing, independent, for profit business which performs a commercially useful function and is at least fifty-one percent (51%) owned and controlled by one (1) or more minority individuals who are impeded from normal entry into the economic mainstream because of past practices of discrimination based on race or ethnic background. “Minority” means a person who is a citizen or lawful permanent resident of the United States and who is:

a) African American (a person having origins in any of the black racial groups of Africa); b) Hispanic (a person of Mexican, Puerto Rican, Cuban, Central or South American, or other Spanish culture or origin, regardless of

race); c) Asian American (a person having origins in any of the original peoples of the Far East, Southeast Asia, the Indian subcontinent, or

the Pacific Islands); or d) Native American (a person having origins in any of the original peoples of North America).

Woman-Owned (WO) means a business that is a continuing, independent, for profit business which performs a commercially useful function and is at least fifty-one percent (51%) owned and controlled by one (1) or more women; or, in the case of any publicly owned business, at least fifty-one percent (51%) of the stock of which is owned and controlled by one (1) or more women and whose management and daily business operations are under the control of one (1) or more women. Small Business (SB) means a business that is independently owned and operated for profit, is not dominant in its field of operation and is not an affiliate or subsidiary of a business dominant in its field of operation. The Governor’s Office of Diversity Business Enterprise establishes small business guidelines on industry size standards. The criteria guidelines are required to be met in order for a business to be considered small. The annual receipts or number of employees indicates the maximum allowed for a small business concern and its affiliates to be considered small.

TYPE OF BUSINESS ANNUAL GROSS SALES NO. OF EMPLOYEES

Agriculture, Forestry, Fishing $500,000 9 Architectural / Design / Engineering $2,000,000 30 Construction $2,000,000 30 Educational $1,000,000 9 Finance, Insurance & Real Estate $1,000,000 9 Information Systems / Technology $2,000,000 30 Manufacturing $2,000,000 99 Marketing / Communications / Public Relations $2,000,000 30 Medical / Healthcare $2,000,000 30 Mining $1,000,000 49 Retail Trade $750,000 9 Service Industry $500,000 9 Transportation, Commerce & Utilities $1,000,000 9 Wholesale Trade $1,000,000 19

Service-Disabled Veteran Business Enterprise (SDVBE) means any person who served honorably on active duty in the Armed Forces of the United States with at least a twenty percent (20%) disability that is service-connected, meaning that such disability was incurred or aggravated in the line of duty in the active military, naval or air service. “Tennessee Service disabled Veteran Owned Business” means a service-disabled veteran owned business that is a continuing, independent, for-profit business located in the state of Tennessee that performs a commercially useful function, and that: a) Is at least fifty-one percent (51%) owned and controlled by one (1) or more service-disabled owned veterans; b) In the case of a business solely owned by one (1) service-disabled veteran and such person’s spouse, is at least fifty percent

(50%) owned and controlled by the service-disabled veteran; or c) In the case of any publicly owned business, at least fifty-one percent (51%) of the stock of which is owned and controlled by one

(1) or more service-disabled veterans and whose management and daily business operations are under the control of one (1) or more service-disabled veterans.

Certified Disabled-Owned (DB) means a business owned by a “person with a disability” that is a continuing, independent, for-profit business that performs a commercially useful function, and is at least fifty-one percent (51%) owned and controlled by one (1) or more persons with a disability; or, in the case of any publicly-owned business, at least fifty one percent (51%) of the stock of which is owned and controlled by one (1) or more persons with a disability and whose management and daily business operations are under the control of one (1) or more persons with a disability. "Person with a disability" means an individual who meets at least one (1) of the following: a) Has been diagnosed as having a physical or mental disability resulting in marked and severe functional limitations that is

expected to last no less than twelve (12) months; b) Is eligible to receive social security disability insurance (SSDI); or c) Is eligible to receive supplemental security income (SSI) and has a disability as defined in subdivision a).

ATTACHMENT 6.2 PRO FORMA CONTRACT

The Pro Forma Contract set forth in this Attachment contains some “blanks”, signified in brackets by words in all capital letters, describing material to be added, along with appropriate additional information, in the final contract resulting from this RFP.

CONTRACT BETWEEN

TENNESSEE TECHNOLOGICAL UNIVERSITY AND

[CONTRACTOR NAME]

This Contract, by and between Tennessee Technological University, hereinafter referred to as “Tennessee Tech” and [CONTRACTOR LEGAL ENTITY NAME], hereinafter referred to as the “Contractor,” is for a higher education Customer Relationship Management (CRM) solution, as further described herein. The Contractor is [AN INDIVIDUAL / A FOR-PROFIT CORPORATION / A NONPROFIT CORPORATION / A SPECIAL PURPOSE CORPORATION OR ASSOCIATION / A FRATERNAL OR PATRIOTIC ORGANIZATION / A PARTNERSHIP / A JOINT VENTURE / A LIMITED LIABILITY COMPANY]. The Contractor’s address is: [ADDRESS] The Contractor’s place of incorporation or organization is [STATE OF ORGANIZATION]. A. SCOPE OF SERVICES: Contractor shall provide a higher education CRM solution, which will initially support the prospecting,

recruitment, admissions, operations, event management, communications/marketing, and reporting/ analysis needs and demands of three campus offices – Undergraduate Admissions, International Education and Graduate Admissions. The CRM must also be robust and scalable to meet the enterprise-wide needs of many University offices and to span the entire student life cycle (prospects/name buys, inquiries, applicants, decisioned/admitted applicants, newly enrolled students, and current students).

B. CONTRACT TERM: B.1 Contract Term. This Contract shall be effective for the period commencing on [DATE] and ending on

[DATE]. Tennessee Tech shall have no obligation for services rendered by the Contractor which are not performed within the specified period.

B.2 Term Extension. Tennessee Tech reserves the right to extend this Contract for an additional period or

periods of time for a total contract term of no more than five (5) years, provided that Tennessee Tech notifies the Contractor in writing of its intention to do so at least thirty (30) days prior to the Contract expiration date. An extension of the term of this Contract will be effected through an amendment to the Contract. If the extension of the Contract necessitates additional funding beyond that which was included in the original Contract, the increase in Tennessee Tech’s maximum liability will also be effected through an amendment to the Contract and shall be based upon rates provided for in the original Contract.

C. PAYMENT TERMS AND CONDITIONS: C.1 Maximum Liability. In no event shall the maximum liability of Tennessee Tech under this Contract exceed

[WRITTEN DOLLAR AMOUNT] [$NUMBER AMOUNT]. The Service Rates in Section C.3 include, but are not limited to, all applicable taxes, fees, overheads, and all other direct and indirect costs incurred or to be incurred by the Contractor. The maximum liability represents available funds for payment to the Contractor and does not guarantee payment of any such funds to the Contractor under this Contract unless Tennessee Tech requests work and the Contractor performs the work.

C.2 Compensation Firm. The Service Rates and the Maximum Liability of Tennessee Tech under this

Contract are firm for the duration of the Contract and are not subject to escalation for any reason unless this Contract is amended.

C.3 Payment Methodology. The Contractor shall be compensated based on the Service Rates herein for

units of service authorized by Tennessee Tech in a total amount not to exceed the Contract Maximum Liability established in Section C.1. The Contractor’s compensation shall be contingent upon the satisfactory completion of units of service or project milestones.

[SERVICE RATE]

The Contractor shall submit invoices, in form and substance acceptable to Tennessee Tech with all of the necessary supporting documentation, prior to any payment. Such invoices shall be submitted for completed units of service or project milestones for the amount stipulated.

C.4. Payment of Invoice. The payment of an invoice by Tennessee Tech shall not prejudice Tennessee Tech's right to object to or question any invoice or matter in relation thereto. Such payment by Tennessee Tech shall neither be construed as acceptance of any part of the work or service provided nor as an approval of any of the amounts invoiced therein.

C.5. Invoice Reductions. The Contractor's invoice shall be subject to reduction for amounts included in any invoice or payment theretofore made which are determined by Tennessee Tech, on the basis of audits conducted in accordance with the terms of this Contract, not to constitute proper remuneration for compensable services.

C.6. Deductions. Tennessee Tech reserves the right to deduct from amounts that are or shall become due and payable to the Contractor under this or any Contract between the Contractor and Tennessee Tech any amounts that are or shall become due and payable to Tennessee Tech by the Contractor.

D. CONTRACTOR RESPONSIBILITIES:

D.1. Provide a higher education CRM solution, which will initially support the prospecting, recruitment, admissions, operations, event management, communications/marketing, and reporting/ analysis needs and demands of three campus offices – Undergraduate Admissions, International Education and Graduate Admissions. All required features shall be production-ready and demonstrated in the delivered product.

D.2. Provide ongoing support and maintenance for the CRM solution. E. TERMS AND CONDITIONS: E.1 Authorized Signatories and Counterparts. Tennessee Tech is not bound by this Contract until it is executed

by Tennessee Tech’s authorized official(s). If applicable, Contractor represents s/he is authorized to enter into this Contract on behalf of the entity named in the Contract. The parties agree that the Contract may be executed in counterparts and signed electronically and transmitted electronically.

E.2 Modification and Amendment. This Contract may be modified only by a written amendment executed by

all parties hereto and approved by the appropriate officials. E.3 Contractor Requirements Form. This Contract shall not be executed until the Contractor has completed

the Contractor Requirements Form. E.4 Termination for Convenience. Tennessee Tech may terminate this Contract without cause for any reason.

Termination under this Section E. 4 shall not be deemed a Breach of Contract by Tennessee Tech. Tennessee Tech shall give the Contractor at least thirty (30) days written notice before the effective termination date. The Contractor shall be entitled to receive compensation for approved services as of the termination date. Upon such termination, the Contractor shall have no right to any actual general, special, incidental, consequential, or any other damages whatsoever of any description or amount.

E.5 Termination for Cause. It shall be the responsibility of the Contractor to perform its contractual duties on an ongoing basis as specified in the Contract. Failure to do so is considered a breach of contract. If Tennessee Tech feels that the Contractor is not performing its obligations at a satisfactory level, Tennessee Tech will notify the Contractor of its concerns in writing. With the notification, Tennessee Tech shall identify areas of improvement and will specify a time within which the Contractor shall cure such breach of contract. Should satisfactory improvement not be made, at the sole discretion of Tennessee Tech, Tennessee Tech shall have the right to terminate the contract with 30 days’ notice. Notwithstanding the above, the Contractor shall not be relieved of liability to Tennessee Tech for damages sustained by virtue of any breach of this Contract by the Contractor.

E.6 Subcontracting. The Contractor shall not assign this Contract or enter into a subcontract for any of the

goods and/or services performed under this Contract without obtaining the prior written approval of Tennessee Tech. If such subcontracts are approved by Tennessee Tech, they shall contain, at a minimum, sections of this Contract pertaining to "Conflicts of Interest" and "Nondiscrimination". Notwithstanding any use of approved subcontractors, the Contractor shall be the prime contractor and shall be responsible for all work performed.

E.7 Conflicts of Interest. Contractor certifies its compliance with applicable Federal and State laws, rules and

regulations and Tennessee Tech policies with respect to Conflict of Interest, including, but not limited to the following:

a) Pursuant to T.C.A. § 12-4-103, Contractor acknowledges that it is unlawful for any state official or employee to bid on, sell, or offer for sale, any merchandise, equipment or material, or similar commodity, to the state of Tennessee during the tenure of such official's or employee's office or employment, or for six (6) months thereafter, or to have any interest in the selling of the same to the state;

b) Pursuant to TTU Policy 132, Conflict of Interest, Tennessee Tech prohibits purchases of merchandise, equipment, materials or similar commodities from a Tennessee Tech employee’s business or from a family member’s business. Family member, as defined by the policy, means a spouse or child dependent or non-dependent of Tennessee Tech employee, unless otherwise defined by statute.

c) Pursuant to TTU Policy 132, Conflict of Interest, Tennessee Tech prohibits service contracts with an individual who is, or within the past six months has been a state employee. Contracts with the employee’s spouse, a company or corporation in which a controlling interest is held by any state employee or the employee’s spouse shall be considered, for the purpose of applying this rule, to be a contract with said individual.

E.8 Nondiscrimination No person on the grounds of disability, age, race, color, religion, sex, national origin,

veteran status or any other classification protected by federal, or Tennessee constitutional or state laws shall be excluded from participation in, or be denied benefits of, or be otherwise subjected to discrimination in the performance of this Contract. Contractor shall, upon request, show proof of such nondiscrimination and shall post in conspicuous places, available to all employees and applicants, notices of nondiscrimination.

E.9 Records. The State of Tennessee and Tennessee Tech shall be entitled to monitor this Contract to the

extent allowed by T.C.A. § 12-3-602, and Contractor shall maintain books and records related to this Contract for three (3) years from the date of final payment.

E.10 Strict Performance. Failure by either party to insist in any one or more cases upon the strict performance

of any of the terms, covenants, conditions, or provisions of this Contract shall not be construed as a waiver or relinquishment of any such term, covenant, condition, or provision. No term or condition of this Contract shall be held to be waived, modified, or deleted except by a written amendment signed by the parties hereto.

E.11 Independent Contractor. The Contractor is an independent contractor and not an agent of Tennessee Tech

or the State of Tennessee whatsoever. E.12 Tennessee Tech Liability. Tennessee Tech shall have no liability except as specifically provided in this

Contract.

E.13 Force Majeure. Should an event (e.g., war, act of God, riot, natural disaster, etc.) beyond a party’s reasonable control occur, that party will be excused from performing its obligations under this contract, provided the following provisions are met: (1) The affected party must promptly notify the other party of the occurrence of the event, its effect on performance, and how long that party expects it to last, and (2) the affected party shall update that information as reasonably necessary and use reasonable efforts to limit damage to the other party and to resume its performance under this agreement.

E.14 Governing Law. This Contract shall be governed by the laws of the State of Tennessee without regard to

its choice of law principles. Contractor shall comply with all applicable federal, state, and local laws and regulations and applicable Tennessee Tech policies and procedures.

E.15 Severability. If any terms or conditions of this Contract are held to be invalid or unenforceable as a matter

of law, the other terms and conditions hereof shall not be affected thereby and shall remain in full force and effect. To this end, the terms and conditions of this Contract are declared severable.

E.16 Headings. Section headings of this Contract are for reference purposes only and shall not be construed as

part of this Contract. E.17 Communications and Contacts.

Tennessee Tech: Donna Wallis, Assistant Director of Purchasing and Contracts Tennessee Technological University Box 5144 1 William L. Jones Drive, Ste. 301 Cookeville, TN 38505 Phone: 931-372-3492 Fax: 931-372-3727 The Contractor: [NAME AND TITLE OF CONTRACTOR CONTACT PERSON] [CONTRACTOR NAME] [ADDRESS] [TELEPHONE NUMBER] [FACSIMILE NUMBER] All instructions, notices, consents, demands, or other communications shall be sent in a manner that verifies proof of delivery. All communications which relate to any changes to the Contract shall not be considered effective until agreed to, in writing, by both parties.

E.18 Subject to Funds Availability. Pursuant to T.C.A. § 12-3-305(c)(2), Tennessee Tech may cancel this Contract at the end of any fiscal year without notice, in the event that funds to support this Contract become unavailable.

E.19 Breach. A party shall be deemed to have breached the Contract if any of the following occurs. This list is

not exclusive. — failure to perform in accordance with any term or provision of the Contract; — partial performance of any term or provision of the Contract; — any act prohibited or restricted by the Contract, or — violation of any warranty.

E.20 Insurance. The Contractor shall maintain appropriate general liability and other forms/types of insurance

as deemed appropriate by Tennessee Tech during the term of this Agreement and will provide proof of such insurance coverages upon the request of Tennessee Tech. Policies shall name Tennessee Tech as an additional insured. If any policy is cancelled prior to the policy expiration date, the Contractor, upon receiving a notice of cancellation, shall give immediate notice to Tennessee Tech.

The enumeration in the Contract of the kinds and amounts of liability insurance shall not abridge, diminish or affect the Contractor’s legal responsibilities arising out of or resulting from the goods and/or services under this Contract.

E.21 Contract Documents. Included in this Contract by reference are the following documents:

a. This Contract document and its attachments; b. The Request for Proposal and its associated amendments; c. The Contractor’s Proposal dated ____________. In the event of a discrepancy or ambiguity regarding the interpretation of this Contract, these documents shall govern in order of precedence as listed above.

E.22 Prohibited Advertising. The Contractor shall not refer to this Contract or the Contractor’s relationship with

Tennessee Tech hereunder in commercial advertising in such a manner as to state or imply that the Contractor or the Contractor's goods and/or services are endorsed.

E.23 Hold Harmless. Contractor agrees to indemnify and hold harmless Tennessee Tech as well as its officers,

agents, and employees from and against any and all claims, liabilities, losses, causes of action, and attorney fees which may arise, accrue, or result to any person, firm, corporation, or other entity which may be injured or damaged as a result of acts, omissions, or negligence on the part of Contractor, its employees, or any person acting for or on its behalf.

E.24 Debarment and Suspension. The Contractor certifies, to the best of its knowledge and belief, that it and its

principals: a. are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily

excluded from covered transactions by any Federal or state department or agency; b. have not within a three (3) year period preceding this Contract been convicted of, or had a civil

judgment rendered against them from commission of fraud, or a criminal offence in connection with obtaining attempting to obtain, or performing a public (Federal, State, or Local) transaction or grant under a public transaction; violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification, or destruction of records, making false statements, or receiving stolen property;

c. are not presently indicted for or otherwise criminally or civilly charged by a government entity (Federal, State, or Local) with commission of any of the offenses listed in section b. of this certification; and

d. have not within a three (3) year period preceding this Contract had one or more public transactions (Federal, State, or Local) terminated for cause or default.

E.25 Prohibition on Hiring Illegal Immigrants. Pursuant to T.C.A. § 12-3-309(b), Contractor attests that

Contractor will not knowingly utilize the services of illegal immigrants in the performance of this Contract, and will not knowingly utilize the services of any subcontractor who will utilize the services of illegal immigrants in the performance of this Contract.

E.26 Sales and Use Tax. The Contractor shall be registered or have received an exemption from the

Department of Revenue for the collection of Tennessee sales and use tax. This registration requirement is a material requirement of this Contract. The Contractor shall comply, and shall require any subcontractor to comply, with all laws and regulations governing the remittance of sales and use taxes on the sale of goods and services made by the Contractor, or the Contractor’s subcontractor.

E.27 DATA PRIVACY AND SECURITY E.27.1 Definition of Personal Information. For the purposes of this section, "Personal Information"

means information provided to Contractor by or at the direction of Tennessee Tech, or to which access was provided to Contractor by or at the direction of Tennessee Tech, in the course of Contractor's performance under this Agreement that: (i) identifies or can be used to identify an individual (including , without limitation , names, signatures, addresses, telephone numbers, e-mail addresses and other unique identifiers); or (ii) can be used to authenticate an individual (including, without limitation, employee identification numbers, government-issued identification numbers, passwords or PINs,

financial account numbers, credit report information, biometric or health data, answers to security questions and other personal identifiers. Where applicable, “Personal Information” may also mean any information relating to an identified or identifiable natural person (‘data subject’); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.

E.27.2 Protection of Personal Information E.27.2.1 Personal Information Protected by HIPAA. To the extent required by federal law, the

Parties agree to comply with the Health Insurance Portability and Accountability Act of 1996, as codified at 42 U.S.C. Section 1320d (“HIPAA”) and any current and future regulations promulgated thereunder, including without limitation, the federal privacy regulations, the federal security standards, and the federal standards for electronic transactions, all collectively referred to herein as “HIPAA Requirements.” The Parties agree not to use or further disclose any Protected Health Information or Individually Identifiable Health Information, other than as permitted by HIPAA Requirements and the terms of this Agreement.

E.27.2.2 Personal Information Protected by FERPA. Contractor agrees that to the extent it receives any personally identifiable information or information that could lead to personally identifiable information about students, Contractor will protect the privacy of all student education records to the full extent required of Tennessee Tech under the Family Educational Rights and Privacy Act (“FERPA”) (20 U.S.C. § 1232g; 34 CFR Part 99). Because Contractor is performing an institutional service or function that has been outsourced by Tennessee Tech and for which Tennessee Tech would otherwise use its employees and is under the direct control of Tennessee Tech with respect to the use of the education records, as defined by FERPA, Contractor recognizes it is subject to all FERPA requirements governing the use and redisclosure of personally identifiable information from education records, including without limitation the requirements of 34 CFR §99.33(a). Furthermore, [ ] may not disclose or redisclose personally identifiable information unless Tennessee Tech has first authorized in writing such disclosure or redisclosure; will not use any personally identifiable information acquired from Tennessee Tech for any purpose other than performing the service or function that is the subject of this Agreement; and agrees to return to Tennessee Tech (or, if not feasible, to securely destroy) education records in whatever form or medium that Contractor received such records from or created them on behalf of Tennessee Tech.

E.27.2.3 Personal Information Protected by GLBA, FTC Red Flags Rule, and Other Privacy Laws. Contractor agrees to implement and maintain a written comprehensive information security program containing administrative, technical and physical safeguards for the security and protection of applicable Personal Information in compliance with the Gramm-Leach-Bliley Act (“GLBA”)(15 U.S.C. § 6801; 16 CFR Part 314) and the Federal Trade Commission’s Red Flags Rule (15 U.S.C. § 1681; 16 CFR Part 681).

E.27.3 Return of Personal Information. At any time during the term of this Agreement, at Tennessee

Tech’s written request or upon the termination or expiration of this Agreement, Contractor shall return to Tennessee Tech all copies, whether in written, electronic or other form or media, of Personal Information in its possession, or at Tennessee Tech’s direction, securely dispose of all such copies.

E.27.4 Data Security E.27.4.1 Data Security Controls. Contractor represents and warrants that Contractor will maintain

compliance with SSAE-16 or -18 SOC Type I, II, or III standards, and shall undertake any audits and risk assessments Contractor deems necessary to maintain compliance with the same.

E.27.4.2 Reporting on Data Security Controls. At Tennessee Tech’s request, Contractor will provide assurances to Tennessee Tech that are acceptable to Tennessee Tech related to Contractor’s organization controls surrounding all systems and data related to this Agreement. Such assurances may include, but are not limited to, SSAE-16 or -18 SOC Type I, II, or III reports or any other reports in a form requested by Tennessee Tech or required by applicable data protection laws.

E.27.5 Security Incident Response E.27.5.1 Definition. "Security Incident" means any reasonably suspected breach of information

security, unauthorized access to any system, server or database, or any other unauthorized access, use, or disclosure of Personal Information occurring on systems under Contractor's control.

E.27.5.2 Contractor’s Responsibilities. Contractor shall:

(i) Provide Tennessee Tech with the name and contact information for an employee of Contractor who shall serve as Tennessee Tech's primary security contact and shall be available to assist Tennessee Tech twenty-four (24) hours per day, seven (7) days per week as a contact in resolving obligations associated with a Security Incident;

(ii) Notify Tennessee Tech of a Security Incident as soon as practicable, but no later than forty-eight (48) hours after Contractor becomes aware of it, except where disclosure is prohibited by law;

(iii) Notify Tennessee Tech of any such Security Incident by email to osico@tntech.edu with a copy by e-mail to Contractor's primary Tennessee Tech business contact;

(iv) Contractor shall use best efforts to immediately mitigate or resolve any Security Incident, at Contractor's expense and in accordance with applicable privacy rights, laws, regulations and standards; and

(v) Take any and all such actions that a prudent Contractor would take in light of the circumstances and severity of the Security Incident.

E.27.5.3 Liability for Costs Related to a Security Incident. Contractor shall reimburse Tennessee

Tech for actual costs incurred by Tennessee Tech in responding to, and mitigating damages caused by, any Security Incident, including all costs of notice and/or remediation incurred under all applicable laws as a result of the Security Incident.

E.27.6 Insurance Requirements. Contractor shall maintain Errors & Omissions & Cyber Liability

Insurance, in an amount not less than $10,000,000 per claim and annual aggregate, covering all acts, errors, omissions, negligence, infringement of intellectual property (except patent and trade secret); network security and privacy risks, including but not limited to unauthorized access, failure of security, breach of privacy perils, wrongful disclosure, collection, or other negligence in the handling of confidential information, privacy perils, and including coverage for related regulatory defense and penalties; data breach expenses, in an amount not less than $10,000,000 and payable whether incurred by Tennessee Tech or Contractor, including but not limited to consumer notification, whether or not required by law, computer forensic investigations, public relations and crisis management firm fees, credit file or identity monitoring or remediation services in the performance of services for Tennessee Tech or on behalf of Tennessee Tech hereunder.

E.28 Service and Software Accessibility Standards. The Contractor warrants and represents that the service and software, including any updates, provided to Tennessee Tech will meet the accessibility standards set forth in WCAG 2.0 AA (also known as ISO standard, ISO/IEC 40500:2012), EPub 3 and Section 508 of the Vocational Rehabilitation Act. To the extent that the Products fail to meet the WCAG 2.0 AA, EPub 3 and Section 508 standards, the Contractor will provide Tennessee Tech with a fully completed Accessibility Statement and Conformance and Remediation forms (Attachment 6.9 & 6.10). The Contractor shall indemnify and hold Tennessee Tech harmless in the event of claims arising from inaccessibility related to the Contractor’s products/services.

E.29 Click-Wrap Agreements. The Contractor agrees that click-wrap agreements shall not be binding upon

Tennessee Tech. No employee has the actual or apparent authority to enter into click-wrap agreements on behalf of Tennessee Tech without the approval of Tennessee Tech’s Purchasing & Contracts Office. No employee has the authority to modify, amend, or supplement this Agreement through a click-wrap agreement. This Agreement can only be modified, amended, or supplemented under these terms through a written amendment in accordance with Tennessee Tech’s procedures, policies, and guidelines.

E.30 Contractor Commitment to Diversity. The Contractor shall assist Tennessee Tech in monitoring the Contractor’s performance of this commitment by providing, as requested, a quarterly report of participation in the performance of this Contract by small business enterprises and businesses owned by minorities, women, and Tennessee service-disabled veterans. Such reports shall be provided to Tennessee Tech in form and substance as required by Tennessee Tech.

E.31 Counterparts. This Contract may be executed in two or more counterparts and may be electronically transmitted, subject to the limitations of state or federal law and/or Tennessee Tech policies. Each counterpart, regardless of transmission method, shall be deemed an original and all of which together shall constitute one Agreement.

E.32 Iran Divestment Act. Contractor certifies, under penalty of perjury, that to the best of its knowledge and belief, neither it nor any of its subcontractors, if applicable, is on the Iran Divestment Act (T.C.A. §§ 12-12-101 et seq.) list of entities or persons ineligible to contract with the State of Tennessee.

E.33 Intellectual Property. It is understood by the Contractor that Tennessee Tech will possess all rights to any creations, inventions, other intellectual property, and materials, including copyright or patents in the same, which arise out of, are prepared by, or are developed in the course of the Contractor’s performance under this Contract. The Contractor and Tennessee Tech acknowledge and agree that the Contractor’s work under this Contract shall belong to Tennessee Tech as "work-made-for-hire" (as such term is defined in U.S. Copyright Law). To the extent Contractor’s work is not deemed to constitute “work-made-for-hire,” Contractor hereby assigns and transfers to Tennessee Tech all of Contractor’s right, title and interest in and to any creations, inventions, other intellectual property, and materials, including copyright or patents in the same, which arise out of, are prepared by, or are developed in the course of the Contractor’s performance under this Contract.

IN WITNESS WHEREOF: [CONTRACTOR LEGAL ENTITY NAME]: [NAME AND TITLE] Date

TENNESSEE TECHNOLOGICAL UNIVERSITY: Claire Stinson, Vice President for Planning and Finance Date

ATTACHMENT 6.3

PROPOSAL TRANSMITTAL AND STATEMENT OF CERTIFICATIONS AND ASSURANCES The Proposer must complete and sign this Technical Proposal Transmittal. It must be signed, in the space below, by an individual empowered to bind the proposing entity to the provisions of this RFP and any contract awarded pursuant to it. If the individual is not the Proposer’s chief executive, evidence showing the individual’s authority to bind the proposing entity may be required.

PROPOSER LEGAL ENTITY NAME:

The Proposer does hereby affirm and expressly declare confirmation, certification, and assurance of the following:

1) This proposal constitutes a commitment to provide all services as defined in the RFP Attachment 6.2, Pro Forma Contract, Scope of Services for the total contract period and confirmation that the Proposer shall comply with all of the provisions in this RFP and shall accept all terms and conditions set out in the RFP Attachment 6.2, Pro Forma Contract. A Proposer may not submit the Proposer's own contract terms and conditions in a response to this RFP. If a proposal contains such terms and conditions, Tennessee Tech may determine, at its sole discretion, the proposal to be a non-responsive counteroffer, and the proposal may be rejected.

2) The information detailed in the proposal submitted herewith in response to the RFP is accurate.

3) The proposal submitted herewith in response to the RFP shall remain valid for at least 120 days subsequent to the date of the Cost Proposal opening and thereafter in accordance with any contract pursuant to the RFP.

4) The Proposers shall comply with all applicable State and Federal laws and regulations, including Tennessee Tech policies and guidelines in the submission of its Proposal and, if the successful Proposer, in the performance of the Contract.

5) The Proposer shall comply with all of the provisions in the subject RFP and shall accept all terms and conditions set out in the RFP Attachment 6.2, Pro Forma Contract.

6) The Proposer certifies, by signature below and submission of this proposal, that neither I nor my principals are presently disbarred, suspended, proposed for disbarment, declared ineligible or voluntarily excluded from participation in this transaction by any State or Federal department or agency.

7) The Proposer (check one) ___does or ___does not agree to extend this proposal and current contract pricing to all TBR/UT institutions for the same time period it is available to Tennessee Tech.

SIGNATURE & DATE:

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ATTACHMENT 6.4

PROJECT NARRATIVE & REQUIREMENTS

Tennessee Tech University, through this RFP, seeks a robust and scalable CRM system for the recruitment of prospective students, both Undergraduate and Graduates students (domestic and international). The CRM must enable the University to maintain customized and automated communication with each student according to the student status in the funnel. The University intends to implement comprehensive services for the purpose of building the inquiry pool, recruiting students to apply, application management, admitting students, in addition to the management of all events on campus including campus visit program, Preview Days, Showcases, etc. Responsive Proposer must be able to provide all features and deliverables described below. Any Proposal which does not provide these features and deliverables will be considered non-responsive.

General Requirements Contractor must have a proven track record of providing an intuitive and robust Customer Relationship Management (CRM) solution specifically for higher education as it relates to the recruitment and communication management of prospective students. .

• Ability for two-way data exchange with Ellucian Banner ERP system • Must contain existing interfaces other systems including, but not limited to current hosted and on-premise

services such as: o Touchnet Gateway Payment System o Signal Vine SMS o Ellucian Banner Document Management System o Microsoft Active Directory Cas Authentication Services

• Ability to accommodate Application Programming Interfaces (API) • Ability to create/customize/schedule/track targeted and personalized emails to prospective students within

the database • Provide customizable solution to create/customize logic driven forms including admissions applications,

inquiry forms, etc. • Provide customizable event management solution which includes a forward-facing calendar, logic driven

forms, customizable reporting, and ability to track communications. • Provide solution for identifying and eliminating duplicate records in bulk • Ability to update data fields in mass • Ability for prospective students to upload documents as needed • Provide student self-service portal and allow payment after submitting application or event registration • Ability to maintain a complex organization hierarchy (department mapping) for defining appropriate roles

and permissions • Security with respect to FERPA, HIPPA, and PC regulations • FCC (email CAN-SPAM and text TCPA) • PCI DSS • SSO authentication using CAS or SAML

**Proposer must initial here to confirm that the above requirements have been read and understood,

and that Proposer’s response addresses all requirements and meets specifications: __________

TECHNICAL PROPOSAL & EVALUATION GUIDE — ATTACHMENT 6.5 A

SECTION A — MANDATORY REQUIREMENTS

TECHNICAL PROPOSAL & EVALUATION GUIDE SECTION A: MANDATORY REQUIREMENTS. The Proposer must address all items detailed below and provide, in sequence, the information and documentation as required (referenced with the associated item references). The Proposer must also detail the proposal page number for each item in the appropriate space below. The RFP Coordinator will review the proposal to determine if the Mandatory Requirement Items are addressed as required and mark each with pass or fail. For each item that is not addressed as required, the Chief Procurement Officer must review the proposal and attach a written determination. A determination that a proposal is non-responsive must be approved by the Chief Business Officer before notice may be sent out that the proposal has been rejected. In addition to the Mandatory Requirement Items, the RFP Coordinator will review each proposal for compliance with all RFP requirements.

PROPOSER LEGAL ENTITY NAME:

• The Proposal must be delivered to Tennessee Tech no later than the Proposal Deadline specified in the RFP Section 2, Schedule of Events.

• The Technical Proposal and the Cost Proposal documentation must be packaged separately as required (refer to RFP Section 3.1., et. seq.).

• The Technical Proposal must NOT contain cost or pricing proposal information of any type. • The Technical Proposal must NOT contain any restrictions of the rights of Tennessee Tech or other

qualification of the proposal. • A Proposer must NOT submit alternate proposals. • A Proposer must NOT submit multiple proposals in different forms (as a prime and a sub-contractor).

Proposal Page #

(Proposer completes)

Item Ref. Section A— Mandatory Requirement Items Pass/Fail

A.1. Provide the Proposal Transmittal and Statement of Certifications and Assurances (RFP Attachment 6.3.) completed and signed by an individual empowered to bind the Proposer to the provisions of this RFP and any resulting contract. The document must be signed without exception or qualification.

A.2. Provide a statement, based upon reasonable inquiry, of whether the Proposer or any individual who shall perform work under the contract has a possible conflict of interest (e.g., employment by the State of Tennessee or University) and, if so, the nature of that conflict. NOTE: Any questions of conflict of interest shall be solely within the discretion of the University, and the University reserves the right to cancel any award.

A.3. Provide a completed Contractor Requirements Form (Attachment 6.1).

A.4. Proposer must have prior experience in providing CRM solutions as outlined herein to public universities. Describe such experience.

TECHNICAL PROPOSAL & EVALUATION GUIDE — ATTACHMENT 6.5 B

PROPOSER NAME:

SECTION B — QUALIFICATIONS & EXPERIENCE

The Proposer must address ALL Qualifications and Experience section items and provide, in sequence, the information and documentation as required (referenced with the associated item references). A Proposal Evaluation Team, made up of three or more University employees, will independently evaluate and score the proposal’s “qualifications and experience” responses.

Proposal Page # (to be completed

by Proposer)

Qualifications & Experience Items

B.1 Describe the Proposer’s form of business (i.e., individual, sole proprietor, corporation, non-profit corporation, partnership, limited liability company) and detail the name, mailing address, and telephone number of the person the University should contact regarding the proposal.

B.2 Provide a Statement of whether there have been any mergers, acquisitions, or sales of the Proposer company within the last ten years, and if so, an explanation providing relevant details.

B.3 Provide a Statement of whether the Proposer or any of the Proposer’s employees, agents, independent contractors, or subcontractors have been convicted of, pled guilty to, or pled nolo contendere to any felony, and if so, an explanation providing relevant details.

B.4 Provide a Statement of whether there is any pending litigation against the Proposer; and if such litigation exists, an attached opinion of counsel as to whether the pending litigation will impair the Proposer’s performance in a contract under this RFP.

B.5 Provide a Statement of whether, in the last ten years, the Proposer has filed (or had filed against it) any bankruptcy or insolvency proceeding, whether voluntary or involuntary, or undergone the appointment of a receiver, trustee, or assignee for the benefit of creditors, and if so, an explanation providing relevant details.

B.6 Provide a Statement of whether there are any pending Securities Exchange Commission investigations involving the Proposer, and if such are pending or in progress, an explanation providing relevant.

B.7 Provide a brief, descriptive Statement indicating the Proposer’s credentials to deliver the goods/services sought under this RFP, including number of years in business.

B.8 Provide a statement of whether the Proposer intends to use subcontractors, and if so, the names and mailing addresses of the committed subcontractors and a description of the scope and portions of the work the subcontractors will perform.

B.9 Provide documentation of the Proposer’s commitment to diversity as represented by its business strategy, business relationships, and workforce— this documentation should detail all of the following:

TBR Format 2013

Proposal Page # (to be completed

by Proposer) Qualifications & Experience Items

(a) a description of the Proposer’s existing programs and procedures designed to encourage and foster commerce with business enterprises owned by minorities, women, Tennessee service-disabled veterans and small business enterprises;

(b) a listing of the Proposer’s current contracts with business enterprises owned by minorities, women, Tennessee service-disabled veterans and small business enterprises, including the following information:

(i) contract description and total value (ii) contractor name and ownership characteristics (i.e., ethnicity, sex,

disability) (iii) contractor contact and telephone number;

(c) an estimate of the level of participation by business enterprises owned by minorities, women, Tennessee service-disabled veterans and small business enterprises in a contract awarded to the Proposer pursuant to this RFP, including the following information:

(i) participation estimate (expressed as a percent of the total contract value that will be dedicated to business with subcontractors and supply contractors having such ownership characteristics — PERCENTAGES ONLY — DO NOT INCLUDE DOLLAR AMOUNTS)

(ii) descriptions of anticipated contracts (iii) names and ownership characteristics (i.e., ethnicity, sex, disability) of

anticipated subcontractors and supply contractors anticipated; and (d) the percent of the Proposer’s total current employees by ethnicity, sex,

and handicap or disability.

NOTE: Proposers that demonstrate a commitment to diversity will advance Institutional efforts to expand opportunity to do business with the Institution as contractors and sub-contractors. The successful Proposer’s efforts regarding diversity will be monitored during the term of the resulting contract.

B.10 Provide customer references representing three (3) current higher education clients with interfaces to the Banner ERP system plus related supplemental systems like Banner Document Management (BDM) and TouchNet Marketplace, and the University’s preferred external authentication method (Microsoft Active Directory LDAP)

Each reference must include:

the institution’s name and business address;

date of installation and timeline of installation;

the name, title, and email address of the institution’s contact knowledgeable about the goods/services provided; and

a brief description of the service provided and the period of service.

Each evaluator will generally consider the results of reference inquiries by the University regarding all references provided (both University and non-University). Current or prior contracts with the University are not a prerequisite and are not required for the maximum evaluation score possible, and the existence of such contracts with the University will not automatically result in the addition or deduction of evaluation points.

Maximum Section B Score = 10

TBR Format 2013

Proposal Page # (to be completed

by Proposer) Qualifications & Experience Items

ATTACHMENT 6.5 - C

TECHNICAL PROPOSAL & EVALUATION GUIDE — SECTION C

PROPOSER NAME:

SECTION C — TECHNICAL APPROACH

The Technical Approach Items listed below represent both mandatory and desired specifications of the services being sought. The Proposer must address ALL Technical Approach section items and provide, in sequence, the information and documentation as required (with the associated item references). Proposer’s inability to meet mandatory requirements/specifications, as indicated by the words “must” or “shall” in the item description, shall be grounds for rejection of a proposal without further consideration. A Proposal Evaluation Team, made up of three or more University employees, will independently evaluate and score the proposal’s response to each item. Each evaluator will use the following raw point scale for scoring each item. Please note that the values listed below may be expanded to two (2) decimal points for scoring purposes, i.e. 1.25, 4.5, etc. NO COST PROPOSAL INFORMATION IS TO BE PROVIDED IN THIS SECTION. INCLUSION OF COST PROPOSAL INFORMATION IN THE TECHNICAL PROPOSAL SHALL RESULT IN REJECTION OF PROPOSAL AS NON-RESPONSIVE TO RFP REQUIREMENTS.

For all sections contained in this Attachment 6.5C, Proposers are to provide complete and detailed information in response to each to indicate the capabilities of their proposed system. If a Proposer elects to propose both a hosted and an on-premise solution, the Proposer should duplicate the applicable sections of the technical proposal in order to provide a clear and detailed response for each solution being proposed. Alternate proposals of systems not meeting the required specifications are not acceptable.

Proposal Page # (to be completed

by Proposer) Technical Approach Items

University Use ONLY

Possible Points Score

Proposer shall address each of the following minimum specifications to insure compliance. When attaching a separate page, please reference the RFP Section (i.e. Section C.1) being addressed in the response. DO NOT INCLUDE ANY COST PROPOSAL INFORMATION IN THE TECHNICAL PROPOSAL. INCLUSION OF COST PROPOSAL INFORMATION IN THE TECHNICAL PROPOSAL WILL RESULT IN DISQUALIFICATION OF PROPOSAL WITHOUT CONSIDERATION.

SECTION C.1 – Overview: 2

Provide relevant introductory material regarding proposer’s CRM solution and services. Generally speaking, how does your company intend to provide a comprehensive solution that meets or exceeds the specifications outlined below? What metrics are employed to gauge success of the solution? If both a hosted and an on-premise solution is available, describe any outstanding strengths of each.

SECTION C.2 – Customizable Solution: 3

C.2.1 Show us your customizable dashboards/views for general analysis, campaign management, attributes, analytics, and workflows.

C.2.2 Show us your segmented branding by department.

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C.2.3 Show us scalability and flexibility (new users, new departments, new attributes, new initiatives, etc.)

SECTION C.3 – Lifecycle Management: 10

C.3.1 Contact Management – describe the following: a. Ability for a student to create/edit an inquiry

record through Web forms b. Record can "move" from one department to

another (engineering to education majors, undergraduate to graduate, etc.)

c. Target populations (for communication or reporting) are easily defined utilizing dynamic or static user defined fields 1. Describe this functionality: graphical or

dropdown filtering menus, written code, copy/paste functionality, etc.

2. Describe output of filters: preview/count functions, exporting functions for testing purposes, etc.

3. Unlimited “groups” or “subqueries” when targeting populations (allowing infinite specification)

d. Ability for system to effectively manage "agents", "guidance counselors", and "CBOs" where there is one contact or record for multiple students or one email address for multiple students

e. Ability to implement territory management for recruiters

f. Ability to search records on ALL attributes, even newly added attributes

g. Ability to add ad hoc communication and notes that can be integrated into filtering/targets

h. Additional attributes may be imported in bulk

C.3.2 Describe your relational Database - relational database that has ability to track historical data per data point (e.g. multiple admissions decisions and dates for such decisions, past recruiter assignment and effective dates, etc.)

C.3.3 Describe your Data Hygiene a. Ability to add and remove/delete/hide old/invalid

data points for the purpose of maintaining an uncluttered database

b. Ability to remove/delete/hide/merge old/invalid records in the event of duplicate entries

c. Duplicate checking (scheduled periodically and upon import)

d. Bulk edit functionality (level of comprehensiveness, scheduling, etc.)

SECTION C.4 – Event Management: 5

C.4.1 Ability to manage events such as campus visits, open houses, high school visits, orientation

33

programs, etc. (invitations, reservations, individualized itineraries, follow-up, etc.)

C.4.2 Describe your ability to set registration limits and deadlines

C.4.3 Describe your waitlist ability

C.4.4 Describe your ability to accept payments for events.

C.4.5 Describe your ability to track attendance at events.

C.4.6 Describe your ability to collect unique information from event registrants and each of their guests regarding preferences (e.g., course selections, class times, math classes completed, etc.), on-campus lodging options based on event type, and special accommodations requests.

SECTION C.5 – Workflow Management: 10

C.5.1 Describe your ability to build admissions applications; include the following:

a. Ability to customize applications per department, type (domestic/international) or batch process to do such

b. Limit, if any, of applications or types of applications

c. Ability to clear/delete/hide/merge invalid or duplicate submissions (individual or batch process to do such)

d. Pre-population of form fields for known records (inquiry proceeds to apply for admission)

e. Dynamic ability of form fields (page logic or fields immediately change when information is entered)

f. Ability for student to upload documents and other files

g. Ability for students to request/track letters of recommendation

h. Ability for recommenders to complete letters of recommendation

i. Ability to build routing for approvals with customizable access to record attributes and submitted documents/files (applicant’s attributes/files can be reviewed/ approved by multiple parties controlled by a single or multiple coordinators)

j. Notification options for administrators and each member of the workflow

k. Communications options for applicants through the workflow

l. Administrator dashboard for comprehensive status updates

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C.5.2 Describe your ability to build other web forms (graduation applications, major changes, event registration, etc.)

a. pre-population of form fields for known records (inquiry proceeds to register for an event)

b. dynamic ability of form fields (page logic or fields immediately change when information is entered)

c. ability for forms to immediately update CRM record and student information system (SIS) records

C.5.3 Describe your ability to manage/track recruiters’ travel.

C.5.4 Describe your ability to do the following: a. manage student-entered trouble tickets/requests b. route when specific departments are involved c. notify departments of routing status d. survey for unresolved tickets

SECTION C.6 – Systems Integration and Compatibility: 10

C.6.1 Describe system requirements a. minimum and recommended system hardware

requirements b. operating system requirements c. authentication system requirements d. web server requirements and environments

supported e. application requirements and environments f. database requirements and environments

including versions and patch levels g. minimum and recommended storage

requirements

C.6.2 Tell us which operating systems you work with.

C.6.3 Describe your integration with mail and calendar compatibility (Microsoft (Exchange, 365) and Google

a. ability to track/record incoming and outgoing mail messages to individual records

b. *ability to route messages/tickets to responsible parties for resolution

c. ability to assign communication/appointment to specific record(s) in the case of multiple students with same email (parents, counselors, and agents)

C.6.4 Describe existing interfaces and/or ability to develop custom interfaces to other systems including but not limited to current hosted and on-premise services such as: a. Ellucian Banner Enterprise Resource Planning

(ERP)

35

b. Ellucian Banner Document Management (BDM)

1. client uploads 2. administrator/processor access

c. TouchNet Payment Gateway / Marketplace d. SSO authentication using SAML or CAS

C.6.5 Describe your ability to accommodate Application Programming Interfaces (API) for the easy real time integration with non-vendor related systems and web resources (provide examples). Describe your export/import ability to sync with exterior systems

a. Automation of such imports/exports (on specific days/times via triggered by events within CRM or SIS)

b. Nature of data imported/exported (bulk datasets - flat file, isolated data points - APIs, etc.)

c. Ability to schedule and initiate exports/imports (email, sFTP (server folders), APIs, etc.)

d. Ability to “back out” or “reverse” erroneous import (restore to previous state) in case of user error in import

C.6.6 Describe your ability to integrate with telephone private branch exchanges (PBX) systems (currently using NEC Univerge SV8500) for the purpose of automating record searches for incoming calls and auto-dialing outgoing calls

C.6.7 Describe your ability to integrate with fee payment systems (multiple types) capability (for admission applications, event registration, housing deposits, etc.) – currently using TouchNet (w/ Marketplace) Do not include any cost proposal information in response to any section.

C.6.8 Describe your integration with social media and other such live feeds and available tracking.

C.6.9 Describe your pre-configured import tools (ACT, SAT, GRE, etc.)

C.6.10 Describe any limits to size of imports/exports

SECTION C.7 – Campaign Automation: 8

C.7.1 Describe your ability to intuitively create customizable (content and graphics/branding) email communications for the purpose of personalized, conditional mail merges within the system

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a. ability to design/edit content to match current branding

C.7.2 Describe your comprehensive modes of

communication covered (email, text, chat, web, phone, physical mail, etc.) a. address limits to number of emails, texts,

mailings, etc. b. white-listing or anti-SPAM capabilities

C.7.3 Describe your ability to send customized physical mailings daily as campaigns require (integrated mail-house services)

C.7.4 Describe your ability to schedule/track personalized outbound messages to records en mass based on a communication campaign to a population designated by static/dynamic user defined attributes or triggers

C.7.5 Give example(s) of a comprehensive communication plan leading a student through the enrollment funnel including financial aid onboarding, enrollment, and confirmation

C.7.6 Describe your ability to create personalized URLs which dynamically display record information

SECTION C.8 – Student Self Service: 2

C.8.1 Demonstrate a variety of student self-services to access information in CRM (surveys, gateways or portals, etc.) a. self-service password ability to such access b. describe how a previously imported student

will access for the first time c. describe how a new student (without a

previous record) will access for the first time d. comprehensiveness of branding e. comprehensiveness of access (user defined

content, editable attributes, etc.) f. students can access/edit limited attributes

without authentication

C.8.2 Describe how chatbot is used in your solution. Does it include AI?

SECTION 9 – Analytics: 4

C.9.1 Do you have the ability to grade/rate a student on how closely they match certain criteria and the ability to integrate this rating into communication campaigns (indices)? Please describe.

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Describe your ability to analyze enrollment probability individually and for target populations

C.9.2 Can you monitor email open rates, link click through rates, etc.? Please describe.

C.9.3 Show examples of management reports and describe the end users’ ability to create reports.

C.9.4 Describe your ability to create visual charts and graphs (weekly progress meters, goal gauges, comparative reports to last year, pie charts, line graphs, etc.)

C.9.5 Can you track tele-recruiting activity (caller data, records called, etc.)? Please describe.

C.9.6 Describe your ability to track contact sources (initial and subsequent sources)

SECTION 10 – Security: 1

C.10.1 Describe and demonstrate your ability to maintain a complex organization hierarchy (department mapping) for defining appropriate roles and permissions

C.10.2 Describe your security process with respect to FERPA, HIPPA, and PC regulations

SECTION 11 – Customer Service 5

C.12.1 Describe the general implementation process (analysis, development, testing, launch, training, phases, timelines - dates if contract signed by Feb 1, parties involved (roles), resources required, etc.)

C.12.2 Describe customer support access during and after integration (live phone support, live chat, email, help documents, mean time to resolve trouble tickets, etc.)

C.12.3 Describe user community with ability to document customizations and best practices

C.12.4 Describe how system updates are scheduled to minimize impact.

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C.12.5 Describe how you intend to complete any managed service options.

C.12.6 Describe ongoing training opportunities (webinars, user conferences, special dedicated training, etc.)

C.12.7 Describe your ability to provide community-building tools (forums, message boards, etc.)

Total Raw Score: (sum of Raw Scores above)

Maximum Section C Score = 60

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ATTACHMENT 6.6

COST PROPOSAL & SCORING GUIDE NOTICE TO PROPOSER: This Cost Proposal MUST be completed EXACTLY as shown.

PROPOSER NAME:

SIGNATURE & DATE:

NOTE: The signatory must be an individual or a company officer empowered to contractually bind the Proposer. If the Signatory is not the Proposer company president, evidence SHALL be attached showing the Signatory’s authority to bind the Proposer.

COST PROPOSAL SCHEDULE The proposed costs, detailed below, shall indicate the proposed price for providing the entire scope of service including all services as defined in the RFP, for the total contract period. The proposed cost and the submitted technical proposal associated with this cost shall remain valid for at least 120 days subsequent to the date of the Cost Proposal opening and thereafter in accordance with any resulting contract between the Proposer and Tennessee Tech. All monetary amounts are United States currency.

Cost Item Description Proposed Cost Tennessee Tech Use

ONLY Year 1 Year 2 Year 3 Year 4 Year 5 Sum

Initial Lump Sum Cost of comprehensive CRM

Solution, including but not limited to all license fees,

services, training, technical support, warranty and

implementation to provide a fully operational CRM

Solution as specified in the RFP.

OPTION ONE – HOSTED SOLUTION

DO NOT USE

DO NOT USE

DO NOT USE DO NOT USE

Initial Lump Sum Cost of comprehensive CRM

Solution, including but not limited to all license fees,

services, training, technical support, warranty and

implementation to provide a fully operational CRM

Solution a specified in the RFP. Note: On-Premise Solution costs shall not

include costs of hardware.

OPTION TWO – ON-PREMISE SOLUTION

DO NOT USE

DO NOT USE

DO NOT USE DO NOT USE

40

License Cost

OPTION ONE – HOSTED SOLUTION

DO NOT USE

License Cost

OPTION TWO – ON-PREMISE SOLUTION

DO NOT USE

Technical Support

OPTION ONE – HOSTED SOLUTIONS

DO NOT USE

Technical Support

OPTION TWO – ON-PREMISE SOLUTION

DO NOT USE

The RFP Coordinator shall use the evaluation cost amount derived from the proposed cost amounts above and the following formula to calculate the COST PROPOSAL SCORE. Calculations shall result in numbers rounded to two decimal places.

Evaluation Cost Amount: (sum of all weighted cost amounts

above)

Lowest Evaluation Cost Amount from all Proposals X 30

(maximum section score)

= SCORE: Evaluation Cost Amount Being Evaluated

Note: The cost proposal will be evaluated on the 5-year cost for the system as specified in the RFP. If proposer elects to extend the terms, conditions and pricing of its proposal to other institutions, Proposer may include additional cost information that may be needed to allow such extension from a cost standpoint. Such costs may be incorporated as a part of any resulting contract.

41

ATTACHMENT 6.7

SAMPLE PROPOSAL SCORE SUMMARY MATRIX

RFP Coordinator Date

QUALIFICATIONS & EXPERIENCE Maximum Points: 10

PROPOSER NAME PROPOSER NAME PROPOSER NAME

EVALUATOR 1

EVALUATOR 2

EVALUATOR 3

EVALUATOR 4

EVALUATOR 5

EVALUATOR 6

EVALUATOR 7

EVALUATOR 8

SCORE:

SCORE:

SCORE:

TECHNICAL APPROACH Maximum Points: 60

EVALUATOR 1

EVALUATOR 2

EVALUATOR 3

EVALUATOR 4

EVALUATOR 5

EVALUATOR 6

EVALUATOR 7

EVALUATOR 8

SCORE:

SCORE:

SCORE:

COST PROPOSAL Maximum Points: 30 SCORE: SCORE: SCORE:

PROPOSAL SCORE Maximum Points: 100

TOTAL SCORE:

TOTAL SCORE:

TOTAL SCORE:

42

ATTACHMENT 6.8 LISTING OF TBR SYSTEM INSTITUTIONS

AND THE UT SYSTEMS OF HIGHER EDUCATION

Tennessee Board of Regents, Central Office Austin Peay State University East Tennessee State University Middle Tennessee State University Tennessee State University Tennessee Technological University University of Memphis Chattanooga State Technical Community College Cleveland State Community College TCAT-Athens Columbia State Community College TCAT-Pulaski TCAT-Hohenwald Dyersburg State Community College TCAT-Newbern TCAT-Ripley TCAT-Covington Jackson State Community College TCAT-Jackson TCAT-Whiteville TCAT-Crump TCAT-McKenzie TCAT-Paris Motlow State Community College TCAT-Shelbyville TCAT-Murfreesboro TCAT-McMinnville Nashville State Community College TCAT-Nashville TCAT-Dickson Northeast State Technical Community College TCAT-Elizabethton Pellissippi State Technical Community College TCAT-Knoxville Roane State Community College TCAT-Oneida/Huntsville TCAT-Harriman TCAT-Jacksboro TCAT-Crossville Southwest Tennessee Community College TCAT-Memphis Volunteer State Community College TCAT-Livingston TCAT-Hartsville Walters State Community College TCAT-Morristown University of Tennessee – Chattanooga University of Tennessee – Knoxville University of Tennessee – Martin University of Tennessee – Memphis University of Tennessee – Tullahoma

ATTACHMENT 6.9

Vendor Product Accessibility Statement and Documentation

Purpose of Accessibility Statement An effective Accessibility Statement includes several key components including:

• A clear statement of commitment to ensuring equal access for all users

• Required written documentation on the level of conformance with THEC/TBR accessibility standards

• Information for users with disabilities regarding product/service accessibility features and gaps

• A mechanism to allows users to provide accessibility feedback

• Links to resources (internal or external) that provide additional or related information

Key Components Commitment Statement

• Emphasize commitment to ensuring the accessibility of the product/service.

• Note any ongoing efforts to monitor for and remediate accessibility issues as they are identified. Required Documentation

1. Provide written documentation on a. how the product/service meets the THEC/TBR accessibility standards,

i. WCAG 2.0 A&AA Guidelines/ISO/IEC 40500:2012 ii. 508 Voluntary Product Accessibility Template (VPAT)

iii. And EPUB3 Accessibility Guidelines (if applicable) b. any available accessibility testing results

i. List any third-party agencies with whom you have worked to evaluate accessibility support

ii. Describe any formal testing process you use to determine accessibility support iii. Indicate if you conduct user testing with persons with disabilities to verify

accessibility support c. and include the Conformance and Remediation Form when standards conformance is not

fully achieved to demonstrate vendor’s planned roadmap to full conformance. 2. Provide links to any other internal accessibility documentation (e.g., accessibility information within

general product documentation, FAQs, best practices, tutorials, case studies, or white papers). a. Note any other best practices or guidelines utilized during design and development (if

applicable). Product Usage Information for Users with Disabilities

• Describe any product features that may improve accessibility for users with disabilities including: o Accessibility-specific features (e.g. the ability to adjust font size and color/contrast settings

for text or the availability of closed captions for videos) o General product features that may especially benefit users with disabilities (e.g. an ‘HTML 5’

mode optimized for mobile platforms that also improves keyboard-only navigation).

• Describe any high-impact product accessibility gaps along with suggested interim workarounds that allow users to complete key tasks until the gaps are resolved. For example, if a technical support

website isn’t compatible with screen readers used by the blind, appropriate interim workarounds might include:

o Alternative business processes that bypass the accessibility barrier (e.g. providing phone-based support until the web-based support site is accessible)

o Use of a third-party product to replace or supplement inaccessible product functions (e.g. indicating that users may submit or check the status of technical support tickets via email).

• Describe accessibility features provided by your communication channels (e.g. a deaf or hard-of-hearing user may contact you via a TTY line or access support personnel familiar with telephone relay services).

Feedback Mechanism • Indicate whether you have specific resources devoted to handling accessibility questions/concerns

and provide the contact information for these resources. • Provide a specific mechanism for users to contact in order to:

o Request accessibility-related assistance o Report accessibility problems o Request information in accessible alternate formats

Implementation Recommendations Ensure that the Accessibility Statement is Easily Located on Company Website.

• Provide a hyperlink that points to the Accessibility Statement and meets the following criteria:

o Descriptive (e.g. ‘Accessibility’ or ‘Disability Access’) o Prominently positioned (e.g. on the landing page, help/support page, and/or site map) o Easily identified (e.g. adequate text size and color/contrast, not the last link in a complex

page) Keep the Information in the Accessibility Statement and Documentation Current.

• Since accessibility support changes over time due to product updates, accessibility evaluations, and remediation activities, regularly review and update the Accessibility Statement so it remains up-to-date.

• Include a revision date for the Accessibility Statement so end users know whether the information is current.

Direct any questions or comments to the Tennessee Techal Accessibility Liaison (insert email address).

ATTACHMENT 6.10 Accessibility Conformance and Remediation Form

Instructions This form serves as means for auditors and vendors to document accessibility gaps associated with AIMT goods and to indicate plans for addressing these gaps in the future. We ask that you complete the form provided on the next page as follows:

1. Product/Vendor Information: Provide the information requested

2. Issue Description: List each major accessibility issue for the product Including the following:

o Gaps identified from the Accessibility Standards and Voluntary Product Accessibility Template (VPAT)

o Gaps identified in other product support documentation

o Gaps identified by a third-party accessibility evaluation report (if available)

3. Current Status: Enter one of the following values:

o Open: The issue has not yet been resolved

o Closed: The issue has already been resolved

o I/P: The issue is currently under investigation

o Other

4. Disposition: Enter one of the following values:

o Planned: The issue will be resolved

o Deferred: The issue will not be resolved

o I/P: The issue is currently under investigation

o Other

5. Remediation Timeline: Enter when you anticipate that the issue will be resolved

6. Available Workarounds (for vendor only): Describe the business processes vendor will offer or third-party goods that should be considered to work around the issue until full remediation

7. Comments (optional): Provide details/description regarding the issue

8. Additional Information (optional): Provide any additional discussion regarding accessibility plans

Vendor/Product Information Vendor Name Product Name Product Version Completion Date Contact Name/Title

Contact Email/Phone

Specific Issues Issue Description

Current Status (Open, Closed, I/P)

Disposition (Planned, Deferred, I/P)

Remediation Timeline

Available Workarounds

Comments

Images on the landing page lack equivalent alternate text

Open Planned Q3, 2015 release (v1.2)

Functional images will receive descriptive alternate text; decorative images will receive null alternate text.

Additional Information:

ATTACHMENT 6.11

Current and Historical Information

Current Solution

Tennessee Tech currently utilizes Radius by Campus Management for CRM – for Email Marketing, Online Inquiry Forms, and Online Application Management. Both Undergrad and Grad (domestic and international populations) have bi-directional data feeds to the Banner ERP for Applications processing and prospect management. In addition, Grad is using AppReview for the decision management function.

Users

The roles that Tennessee Tech foresees are admission clerks (Undergrad application processing), faculty (Grad application reviewers and role in campaign management), counselors and support staff (event registration and some work with applications), marketing staff (also working with campaigns), and system administrators. The following are expected numbers of users of the CRM: General Users – 30 System Administrators – 6 Admissions Counselors – 10 Faculty (for Application Review) – 25 Student Workers – 15 We expect 70% of the users to be working with Undergrad students and 30% to be working with Grad students. LiveChat users – 3-5 users per day per department (Undergrad, Grad, and International)

Inquiries and Applications

Tennessee Tech receives approximately 30,000 undergraduate inquiries and purchases between 20,000 and 40,000 names per year. Tennessee Tech receives approximately 3,000+ Grad inquiries per year. Undergrad Domestic communications range from 10,000 to 60,000 emails sent per month. Undergrad International communications range from 12,000 to 24,000 emails per month. Graduate communications range from 12,000 to 18,000 emails per month. Tennessee Tech received 13,000 applications for Undergrad admission (domestic and international) for the 2018-2019 academic year. Tennessee Tech receives approximately 3,000 Grad applications annually. Tennessee Tech received 1,100 applications from international undergraduates and 907 applications from international graduates for the 2018-2019 academic year.

Programs

There are a total of 141 major and concentration areas. The Grad programs are listed in Chart A, below.

Integration

Unless there is a significant benefit in the functionality or ability to integrate an on-premise solution, Tennessee Tech prefers a hosted solution.

Tennessee Tech’s IT department currently uses ETL and API solutions for integrating Banner with any other systems on campus.

Different levels of integration with BANNER are desired (nightly feeds or web services depending on data). It is also an interest to integrate with other systems that are installed (StarRez, Visual Zen Orientation, NextGen Scholarships, EAB Student Success Collaborative, and GradesFirst)

Migration and Implementation

Five (5) years of data (recruitment, prospects, etc.) needs to migrate to the new system. Migration will be required from two (2) systems, with more than one module. This includes contact information, education, application and event modules. CHART A:

College Department Major Degree Arts & Sciences

Biology Biology MS

Arts & Sciences

Chemistry Chemistry MS

Arts & Sciences

English English MA

Arts & Sciences

Mathematics Mathematics MS

Business MBA MBA MBA Education Curriculum &

Instruction Curriculum & Instruction

MA

Education Curriculum & Instruction

Curriculum & Instruction

EdS

Education Curriculum & Instruction

Instructional Leadership

MA

Education Curriculum & Instruction

Instructional Leadership

EdS

Education Counseling & Psychology

Educational Psychology & Counselor Education

MA

Education Counseling & Psychology

Educational Psychology & Counselor Education

EdS

Education Counseling & Psychology

Supervision and Counseling

Ph.D.

Education Exercise Science, Physical Education & Wellness

Exercise Science, Physical Education & Wellness

MA

College Department Major Degree Education Exceptional Learning Exceptional

Learning PhD

Engineering Chemical Engineering

Chemical Engineering

MS

Engineering Civil & Environmental Engineering

Civil Engineering MS

Engineering Computer Science Computer Science MS Engineering Electrical &

Computer Engineering

Electrical & Computer Engineering

MS

Engineering Mechanical Engineering

Mechanical Engineering

MS

Engineering Interdisciplinary—Engr

Engineering PhD

Engineering Engineering Management

Engineering Management

MS

Interdisciplinary Studies

School of Environmental Studies

Environmental Sciences

PhD

Interdisciplinary Studies

School of Environmental Studies

Professional Science Master’s

PSM

Interdisciplinary Studies

School of Professional Studies

Master of Professional Studies (RODP)

MPS

Whitson-Hester School of Nursing

Nursing Nursing MSN

Whitson-Hester School of Nursing

Nursing Nursing DNP

ATTACHMENT 6.12

Vendor Checklist for Prevention of Common RFP Mistakes that Lead to Proposal Rejection

___ Signed and dated “Proposal Transmittal and Statement of Certifications and Assurances” form (Attachment 6.3)

___ Initialed Project Narrative & Requirements (Attachment 6.4) ___ Statement regarding conflict of interest (Attachment 6.5, Item A.2.) ___ Completed Contractor Requirements Form (Attachment 6.5, Item A.3.)

___ On-Time Submittal of Technical and Cost Proposal as identified in the Schedule of Events (RFP Section 2) Late Proposals will be IMMEDIATELY DISQUALIFIED

___ Separately Sealed Cost & Technical Proposals ___ NO Cost Proposal Data of ANY type (required cost or optional cost) in Technical Proposal. Inclusion of

ANY Cost Proposal Information in Technical Proposal may result in IMMEDIATE DISQUALIFICATION ___ A proposer may not submit alternate proposals unless requested and must not submit one proposal as the

prime contractor and another as a sub-contractor ___ Submittal of One (1) Original Technical Proposal (RFP Section 3) ___ Submittal of One (1) Electronic Technical Proposal (RFP Section 3) ___ Submittal of One (1) Original Cost Proposal (RFP Section 3) ___ Submittal of One (1) Electronic Cost Proposal (RFP Section 3) ___ Submittal of eight (8) copies of Technical Proposal and One (1) Copy of Cost Proposal (RFP Section 3) ___ Original Signature on Original Proposals. NO copied or digital Signatures on Original (RFP Section 3)

* This checklist does not represent either a complete list of, or replacement for, the mandatory requirements listed in the RFP. This checklist is ONLY A TOOL meant to assist in the prevention of disqualification. ** Please also note that notations on proposals that materials submitted be kept confidential will not be honored. All bid documents and contracts become public records.